For Alumni: Resources to Keep in Touch
Transcripts

Transcripts
Grade translations
Transcript schedules
Requesting a rush transcript
Ordering additional transcripts
Academic record appeal
Academic contract



Transcripts
When you complete your IFSA-Butler program, you'll receive a Butler University transcript with your credits abroad translated into the American credit system. Your home university registrar can then treat your credits abroad the same way as with American transfer credits. Butler University will send an official transcript to your home institution and to your permanent home address. Please note that Butler cannot send a transcript to your school address.

Your transcript will also include department codes for the courses at your host university. These are Butler University's department codes, based on the academic department where the course was housed at your host institution abroad.

Please note that there is no need to order your initial two transcripts from Butler University; transcripts are part of the IFSA-Butler program and are always sent to each participant. See "ordering additional transcripts" below for details on how to order additional transcripts.

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Grade translations
IFSA-Butler bases grade translations on your host university’s own translation or on the recommendation of the American Association of Collegiate Registrars and Admissions Officers (AACRAO). We translate the final grade according to these scales, which are printed in the Student Handbook distributed during the IFSA-Butler orientation abroad. Translations do not augment or reduce the grades; they are equivalent to the host university grade.

The grade report issued by a host institution abroad is considered a legal document, and IFSA-Butler cannot alter the grades—the transcript must reflect the original document’s content. We can make a change in class title, grade level or credit only if we receive a revised grade report document from your host university’s registrar (or equivalent office). We will not change a grade if we receive a letter from a university official, a university professor or a student if it has not first gone through the registrar.

Each university abroad sends official grades and assessment reports to the IFSA-Butler office in that country. No grades may be released directly to students or to their home universities.

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Transcript schedules
Because the American and host university schedules differ, it may take as long as five months for your transcript to arrive. Most U.S. universities are used to this delay and will accept a phone call or letter from our office as explanation.

Study Abroad Term Transcript Sent
Fall or semester 2: March-May
Spring or semester 1: July–September
Full year study abroad: July–late September
Summer study abroad: September–November

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Requesting a rush transcript
If you need a transcript sent immediately for athletic eligibility, graduate school applications, financial aid or impending graduation, please submit a rush transcript request while you are on your program. This form can be obtained in your student handbook or from your resident office. You must notify both your professors and the registrar of your host university abroad as well as our Indianapolis office via the Rush Transcript Request form before returning to the U.S. We'll do our best to rush your transcript through.

Please note that a rush means that we will rush the transcript to you, not necessarily that your host university or universities will rush the grades to us. IFSA-Butler's ability to rush a transcript depends upon the host university's delivery of your grades to us quickly.

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Requesting Butler University transcripts
IFSA-Butler alumni may order additional transcripts after receiving their initial two transcripts from Butler University. Requests for official Butler University transcripts must be submitted via Butler University's online transcript ordering service provided by the National Student Clearinghouse, a nonprofit organization serving the higher education community.

The ordering website allows you to track your transcript, receive texts and/or email updates on your transcript status, upload any documents that must be submitted for your Butler University transcript and request an electronic PDF transcript. You may also request that your transcript be expedited for an additional fee. If you studied abroad through IFSA-Butler prior and up to 2008, please enter your Social Security Number to request your Butler University transcript.

You may need your Butler University student ID number in order to request your transcript, if your Social Security number is not recognized. This number can be found on your Butler University transcript and in the IFSA-Butler Student Portal. If you are unable to access your Butler University ID via these options, please phone IFSA-Butler's Academic Affairs department and you will be asked a series of security questions in order to share your identification number.

If you have any other questions about the transcript request process, please contact an academic affairs coordinator at 800-858-0229.

Additional transcript fees and processing times:

  • Each additional transcript costs $9.
  • The National Student Clearinghouse processing fee is $2.25 per recipient.
  • All transcript requests are processed within five working days of receipt.

Butler University will not issue a transcript where there is an outstanding account balance, including library fines, unpaid telephone bills, and any costs resulting from damages to IFSA-Butler or host university facilities.

Click here to get started on ordering your additional transcripts.

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Academic record appeal
If you disagree with a particular grade or credit after receiving your transcript and reviewing your work in the class, you may fill out the online eForm. The deadline for submitting these forms to the IFSA-Butler U.S. office is one year after the end of your program.

Complete the form and send any supporting documents (papers, reports, etc.) to IFSA-Butler. IFSA-Butler will send everything to your host university for review. Please allow from six weeks to three months for resolution.

You must submit any appeal to IFSA-Butler promptly after receipt of the official transcript from Butler University. It is your responsibility to be aware of and meet the deadlines set by your host university. We will not pursue a grade or credit appeal for any class in which you have taken an early examination or have arranged to submit an essay or project in place of an exam.

The following criteria constitute a valid appeal:

  • You must have reason to believe that an error has been made in calculating your grade (e.g., work that you submitted was not received or an error was made in marking your final exam).
  • You can document grades that would add up to a grade other than what you received.
  • Due to medical reasons, you performed badly and gave relevant parties due notice of these reasons during the academic period for which an appeal is being made.

Keep in mind that an academic record appeal does not automatically mean a change in your favor and can result in either a raising or a lowering of your final grade.

IFSA-Butler also will investigate any anomalies in your credit load. Please notify our office if you believe your Butler University transcript reflects too many or too few credits.

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Academic contract
During orientation we ask students to sign a contract in which they acknowledge their host university enrollment responsibilities.

For more information about transcripts, contact the IFSA-Butler Academic Affairs staff.

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